What if, instead of sending your records to a scanning company’s facility and having them away from your oversight, you could have the scanning company come to you?
Yes, it is indeed possible. There are trade-offs to having your documents scanned at your place instead of a partner’s, but that juice might be worth the squeeze to you.
In this article we’re going to describe the benefits of onsite scanning, how an onsite project gets executed (the process), and two considerations to help you decide if it’s right for you.
Onsite vs. Offsite Document Scanning
Onsite and offsite document scanning projects share the same objective: to digitize your records, converting them from hard copy to electronic format. Several factors differentiate these two methods, including the scanning location, transportation considerations, and cost.
The major differentiator is, of course, the location. With an offsite project, your records will be transported to your scanning partner’s facility to be processed.
With an onsite, your scanning partner comes to you – they bring the machines, the people, and the know-how right to your doorstep! What you need to provide is the space for them to do their work.
Benefits Of Onsite Scanning
Make records more accessible
One of the significant advantages of an on-site scanning project is the continued accessibility to your records. Since the scanning occurs at your premises, even if the files haven’t been digitized yet, you can access the hard copies without navigating a records request process.
There are inherent risks in any digitization project. Conducting the scanning on site, however, ensures that the records remain under your control, reducing numerous associated risks.
Transportation brings its own set of challenges and risks. Onsite scanning eliminates the need for packing your records and transportation, thereby eliminating all of these risks as well as cost.
Gain more project oversight
Executing the scanning project on your premises allows you a closer view of the process, granting you the ability to offer direct oversight and collaborate more effectively with your scanning partner.
Facilitate direct collaboration
Direct, face-to-face interactions can significantly streamline project processes. If any questions come up during the scanning project, live discussions, during which your scanning partner can show you exactly what they’re doing, can save vast amounts of time versus going back and forth with phone calls and emails.
Onsite Scanning Project Process
Should You Choose Onsite Scanning?
What’s your comfort level?
Most folks who choose onsite scanning do it for the security benefits. The fundamental question is about comfort; are you at ease with the idea of your records being scanned offsite at a partner’s facility? If this notion unsettles you, onsite scanning might be the best choice.
What can you afford?
While comfort is paramount, cost is also an inescapable factor. It’s essential to understand that onsite scanning is typically more expensive than its offsite counterpart. This cost discrepancy stems from the increased logistical challenges and resources required for onsite projects. If your records are transported to a scanning company’s facility, the costs are generally lower. However, onsite scanning, with its inherent challenges, often commands a premium. Deciding on this method, therefore, requires weighing the value of added comfort against the associated costs.
Thinking about an onsite scanning project? Call us at 800.359.3456 or email us at email@example.com, and we can guide you to the best solution for your particular project.
How To Prepare For Your Paper Scanning Project
Getting ready to start a paper scanning project? Here are four ideas to help you prepare and be ready to make your project a success.
How To Choose A Paper Scanning Partner
Having the right partner for your paper scanning project can determine the success of your project. However, the task of finding a partner can be daunting. Read our guide on things you should consider and questions you should ask when you’re searching for a partner, such as “what kind of technology do they have?” and “what kind of experience do they have on similar projects?”.
4.5 Secrets To Lowering Your Paper Scanning Price
Getting ready to start a paper scanning project? Learn 4.5 ways to lower your scanning price including boxing your own records and simplifying your indexing.